Computer MAGICTILL CONTROL PROGRAM

Computer MAGIC

TILL CONTROL

PROGRAM

Windows Version

Revision : 1.1

Computer MAGIC Support:Ph. 0500 55 2011

Fax0500 55 3011

TABLE OF CONTENTS

Page

INTRODUCTION

-Company Overview and Other Products from Computer MAGIC 4

-Brief Summary of the System 5

-Special Keys, Icons, Mouse instructions 6

-Special Routines – Calendar 7

TILL CONTROL PROGRAM

A)SYSTEM PASSWORD8

B)WHO IS ONLINE8

C)SEND MESSAGE8

D)EXIT

  1. Exit 8

E)REPORTS

  1. Till Rolls9
  2. Audit Trail11
  3. Void Transactions12
  4. X Reading13
  5. Sales by Hour14

F)MAINTENANCE

1.Send PLU’s to Tills

a)Complete File (ALL) 16

b)Selective Sales Groups17

c)Selective Individual PLU’s18

d)Remove PLU19

2.Keyboard Mapping

a)Edit Shortkeys 20

a)Send Shortkeys22

3.Barcode Cross Reference

a)Edit Barcodes 23

b)Send Barcodes24

4.Catering Extras

a)Edit Catering Extras 25

b)Send Catering Extras26

5.Receipt Footnote

a)Edit Footnote 27

b)Send Footnote27

6.Set Current Price Level28

7.Drinks Recipes

a)Edit Recipes 29

b)Send Recipes30

G)END OF DAY

1.Run End of Day31

2.X Reading Report33

3.Sales by Group Report34

4.Charges Summary Report35

H)UPLOAD FROM TILLS

1.Till Rolls36

2.Audit Trail 36

3.X Reading37

4.Function Receipts37

5.Void Transactions38

TABLE OF CONTENTS (cont..)

I)UTILITIES

1.Set Time Date39

2.Till Monitor 39

J)REMOTE TILLS

1.Download System Files40

2.Upload System Files 41

3.Import End of Day42

4.Export End of Day43

K)SUPERVISION

1.Edit Config File44

2.Password

a)Edit File 50

b)Send File51

3.Communication Test 52

4.Get Old Rolls53

5.Programme Update53

6.Resend Sales to Stock53

7.Delete Old Till Rolls53

L)SPECIAL

1.Send Points to Promotion53

BACKUP & RESTORE DATA FILES54

INITIAL INSTALLATION – GETTING STARTED55

INTRODUCTION – COMPANY OVERVIEW & OTHER Computer MAGIC PRODUCTS

a) COMPANY OVERVIEW

CLUB INDUSTRY FOCUS:

Computer MAGIC is a company dedicated to the development and support of a comprehensive range of software and hardware products for the club industry.

CLUB EXPERIENCE:

A key element of the success of the company over the years has been the depth of experience the employees of the company have in the accounting field and the club industry. This experience emanates from working with numerous clubs and the involvement in the actual financial management of clubs.

SUPPORT:

The basic philosophy of Computer MAGIC that sets it apart from other suppliers is the commitment to a long-term relationship with the club and the provision of the highest level of support. Support is provided via dedicated support lines with phone, fax and e-mail access.

FUTURE DEVELOPMENTS:

The club industry is forever evolving and with changes to technology and legislative requirements there is a constant need to continually update and enhance the systems. Computer MAGIC directs a substantial proportion of its revenue to the ongoing development of each of the products so that users can be assured of always being up to date with the current requirements. They can feel confident that, regardless of future developments in the club industry and computer technology, their software supplier is already planning for them.

b) OTHER PRODUCTS FROM Computer MAGIC

The other software products (in addition to the Till Control Program) developed, marketed and supported by Computer MAGIC are as follows:

  • CLUB MEMBERSHIP
  • POKER MACHINE ANALYSIS and POKER MACHINE GRAPHICS INTERFACE
  • CLUB PAYROLL
  • CASH MANAGEMENT - incorporating Debtors, Invoicing, Creditors, General Ledger, Budgets and

Reporting (both Financial and Management)

  • STOCK CONTROL
  • FIXED ASSETS
  • FUNCTIONS MANAGEMENT
  • GOLF HANDICAPPING
  • MEMBERS DRAW/RAFFLES
  • MEMBERS GAMES
  • FOYER UNIT SYSTEM

The hardware products marketed and supported by Computer MAGIC are as follows:

  • PC-BASED TILLS (for Bars & Bistro)
  • MEMBER FOYER UNITS

INTRODUCTION – BRIEF SUMMARY OF THE SYSTEM

The Till Control program is the interface between the Computer MAGIC PC-Based Tills and the Stock Control system. It provides a broad range of facilities to communicate with the Tills, to set up customised options for each Till and to control the integrity of the cash and stock involved in Till Sales.

The Till Control program allows you to define the parameters for both Bar and Catering Tills and handle the associated stock items, all within the one system.

Some of the features of the Till Control program include:

a)TILL COMMUNICATION

  • Handles all communication with the Tills and provides for simple checking as to the status of each Till
  • Provides a central location from which to update all Tills with changes to PLU’s, pricing, etc.
  • Allows you to set the Price Level to be used at specific times for selected Tills (e.g. Happy Hour)
  • Includes to option to upload Till Rolls, Audit Trails, Void transactions, Charged transactions, Dry Tills, Function Receipts and X Readings from selected Tills at any time during the day.
  • Completes the End of Day routine, downloading all relevant data from the Tills, updating the stock files and resetting the Tills for the next day’s trade.
  • Synchronises all Tills with the same Date and Time
  • Provides the facility to monitor the operation of a selected Till from the Till Control Program
  • Allows you to send messages to selected Till Operators from a central location

b)TILL PROGRAMMING

  • Sends all relevant PLU’s and associated pricing to the Tills
  • Allows editing and updating of the different keyboard layouts used by the Tills
  • Allow editing and updating of the Barcodes for PLU items
  • Allows editing and updating of the Footnote printed on the Patron’s receipt
  • Allows you to set, and modify as required, the current Price Level for selected Tills
  • Allow editing and updating of Drink Recipes accessed by the Operators of the Tills
  • Allows the editing and updating of the configuration file that is used to specify the various parameters for the Tills connected to the system
  • Allows the editing and updating of the Names, Numbers and Passwords for the employees using the Tills
  • Allows the updating of the program that runs the Tills, from a central location

c)TILL REPORTING

  • The Till Control program provides the option to print selected Till Rolls for selected Tills on specific dates.
  • The option is also provided to report on only Charge transactions and Dry Till transactions
  • Complete Audit Trails of all activities carried out on selected Tills can be listed
  • X Readings can be displayed or printed for selected Tills or for all Tills on selective dates
  • Sales by Group reports provide the source document for posting your Till Sales into the Tills Input or Receipts routines in the Cash Management system
  • The Charges Summary report lists the details of all transactions that were charged on the Till with the option to group them by Charge (Expense) Code for simple input to the Cash Management system
  • Sales by Hour graphs are available for all or selected Tills. Proportions of member sales compared to non-member sales are also highlighted on the graphs.

d)TILL INTERFACING

  • The Till Control program can interface to selected Player Reward (Bonus) systems and send the number of points accumulated daily by members. These points would have been gained through sales made on the Computer MAGIC Tills.

INTRODUCTION – SPECIAL KEYS, ICONS & MOUSE INSTRUCTIONS

The Computer MAGIC Till Control Program has been written in a manner that is consistent with Windows technology but we have attempted to retain some of the more efficient data entry features of the DOS system.

a) SPECIAL KEYS

Enter key-as with the DOS system, when you are entering the details in a number of the input screens in the system, you can terminate the entry of each field with the Enter key. As with other Windows applications you can also use the Tab key but most operators do not find this as efficient.

In some screens, it may be safer to use the Tab key or the mouse to move from field to field as pressing the Enter button may result in the OK button being activated and the routine finishing prematurely.

F8 key-as with all Computer MAGIC applications, the F8 key is used as the Lookup key. Depending on which field you are processing, pressing the F8 key or selecting the F8 icon with the mouse, results in the relevant data options being displayed, e.g. PLU’s, etc.

Calendar-whenever you are on a date field in the system, the option is provided to click on the Calendar icon. This takes you into the Calendar routine – full details on this option are provided in the Special Routines section on Page 7.

b) MENU ICONS

For frequently used routines the system has available icons that can be selected instead of menu options. An example of the Main Menu icons is shown below. All you need to do is click the icon to enter the routine.

Menu Icons

c) MOUSE INSTRUCTIONS

Whenever the manual instructs you to click an item with the mouse, it should be assumed that this means the left button of the mouse and that a single-click is all that is required. If you need to double-click or use the right button on the mouse, then you will be specifically instructed to do so.

The manual will often instruct you to “Select” an item from a window or screen. You would complete this instruction by single-clicking the required selection with the mouse, using the left button.

If you are unfamiliar with the use of the mouse in a Windows application or with text boxes, scroll bars, option boxes, etc. then we suggest you either complete a Windows tutorial or read a book such as the “Windows for Dummies” series of publications.

INTRODUCTION – SPECIAL ROUTINES

INTRODUCTION – SPECIAL ROUTINES

b) CALENDAR

The Calendar feature is available for any field on the system that requires a date to be entered.

By clicking on the Calendar icon to the right of the date text box, the calendar window opens as shown below. If the date text box has a date already in it when you select the Calendar icon, then the calendar will start at that date. If the date text box has no date in it when you select the Calendar icon, then the calendar will start at today’s date.

A further option exists to quickly locate the required month or year. Rather than continue to click on the “Prev. Year” or “Next Year” icon to locate the required year, you can right click on either of the two icons and the system will display the current and previous (or next) 9 years. The example below shows the window that appears after right clicking on the “Next Year” icon.

In the same way, if you right click on the “Prev. Month” or “Next Month” icons, then the system displays the 12 months for you to select the one you want. The example above shows the window that appears after right clicking on the “Prev. Month” icon.

A) SYSTEM PASSWORD

On entry to the Till Control program, the system prompts for you to “Enter Password”. The passwords are set up and maintained in the Cash Management system with access to different routines determined by the access levels established in the Password Maintenance routine.

B) WHO IS ONLINE

This option is displayed as one of the Main Menu icons and is a routine that is used regularly. It provides the facility to quickly check the status of each Till linked to the system. This is important as certain communication with the Tills can only be completed when the Till is On-Line and at the Menu screen..

On entry to the routine the “Tills Online” window is displayed as shown below. In this example, the three status conditions are shown. They are:

  • Menu - the Till is back at the Menu screen
  • Register - the Till is operating in Register mode
  • Not Online- the Till is turned off, not communicating or back at the “ready to be turned off” state

C) SEND MESSAGE

This option is displayed as one of the Main Menu icons. It provides the facility to send a message (maximum 38 characters) to all or selected Tills. The message is displayed on the bottom line of the Till screen.

On entry to the routine the “Send Message to Tills” window is displayed as shown below. Simply type in the message required and click the “OK” button.

The “Till Selection” screen is then displayed allowing you to tick the Tills that you want to send the message and click the “OK” button.

D) EXIT

This menu item is used to “Exit” from the Till Control program.

An alternative means of exit is to click the  (Close) button in the top right corner of the screen. This option can be used to exit from any routine.

E1) REPORTS – TILL ROLLS

By selecting “Reports” from the Main Menu, the following menu appears.

Select the “Till Rolls” option from the Reports Menu.

This routine allows you to view, and optionally print, the Till Roll for selected Tills on selected days. This can be useful if there is a query on a Till on a particular day or a hard copy is required as part of the club’s audit checking process.

The Till Rolls are automatically down-loaded during the “End of Day – Run End of Day” routine as detailed on Page 31. The option is also provided to download the Till Roll during the day via the routine “Upload From Tills – Till Rolls” as set out on Page 36.

Till Rolls that have been downloaded as part of the “End of Day” routine will have the actual processing date displayed.

For the Till Rolls downloaded during the day via “Upload From Tills”, the notation in the display will be “Manual download”.

The 0 (zero) next to the date in the “Till Rolls” window above, denotes the number of additional Till Rolls for this Till on that day. 1 (one) would indicate that there was one additional Till Roll for that Till on that day.

The system then displays the Till Roll in a format similar to that shown on the following page. In this case, “All Transactions” has been selected.

E1) REPORTS – TILL ROLLS

The Till Roll displayed below is for Till 3 in the Bistro Bar. The option to display all transactions has been selected and the date of the Till Roll is shown in the top right corner.

Select the “Print” button to produce a hard copy of the displayed Till Roll.

E2) REPORTS – AUDIT TRAIL

By selecting “Reports” from the Main Menu, the following menu appears.

Select the “Audit Trail” option from the Reports Menu.

This routine allows you to view an audit trail of all major activities on selected Tills for specified days. This can be very useful when checking what times Operators logged on and off, when Price Levels were changed, when NO SALE transactions were processed, and when transactions were voided and by whom.

The audit trail also records the End of Day functions and provides a check that all the steps of the routine were completed successfully.

On entry to the routine the “Audit Trail” screen, as shown on the following page, will be displayed.

Select the Till you want to display the Till Roll for by clicking on the  button next to the “Till” drop-down list box. This will display all the Tills on the system as set up in the Stock Control system.

The available list of dates (or manual downloads) available for the report is then displayed. Select the required date and click the “OK” button.

A sample “Audit Trail” is shown below for Till 1 on the 13th January 2003.

E3) REPORTS – VOID TRANSACTIONS

By selecting “Reports” from the Main Menu, the following menu appears.

Select the “Void Transactions” option from the Reports Menu.

This routine allows you to view and optionally print, the details of voided transactions for selected Tills on specified days.

On entry to the routine the “Till Roll” screen is displayed.

Select the Till you want to display the voided transactions for by clicking on the  button next to the “Till” drop-down list box. This will display all the Tills on the system as set up in the Stock Control system.

The list of dates with voided transactions for the selected Till are displayed. Highlight the required date and click the “OK” button.

A sample “Void Transaction” Till Roll is shown below for Till 2 on the 22nd December 2002. Operator 251 processed this voided transaction. The Docket number that was voided was 6251.

Select the “Print” button to produce a hard copy of the voided transaction.

E4) REPORTS – X READING

By selecting “Reports” from the Main Menu, the following menu appears.

Select the “X Reading” option from the Reports Menu.

This routine allows you to view and optionally print, the details of all shifts completed on selected Tills for specified days.

The “X Reading” report is used by the Supervisor to reconcile and balance the Till cash count by the Operator.